Job Description- Actively seeking a highly talented, experienced and motivated Project Manager Administrative Assistant for immediate employment in our growing Gastonia, NC office.
Main Job Tasks and Responsibilities:
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Provide general administrative and clerical support to the Project Managers.
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Assist in the coordination and management of basic and routine contract administration, proposals, purchase orders and subcontracts under the direct supervision and guidance of the Operations Manager.
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Duties include processing contracts, COI’S (certification of insurance), work orders, purchase orders, change orders, RFI'S (request for information), submittals, closeouts and maintaining all logs.
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Timely collection and organization of all documents pertaining to each project.
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Participation in project planning and kick-off meetings.
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Assist in facilitation of various production/operations meetings, maintain minutes / action items and perform basic follow-up as required.
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Develop and implement systems and processes to manage and maintain all project related documents including pay-items, meeting minutes, project status update entries, and payment, and submittal logs (spreadsheets/logs).· Compile a list of monthly billings from project managers and prepare monthly invoices in approved format per contract (AIA -formal invoice).
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Maintain project folders for all ongoing and future projects, including a list of all required documentation, both electronically, hard copy and archive at completion.
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Prepare Installer Warranties and assist with request and submittal of Manufacturer Warranties.
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Maintain tracker of COR’s (change orders requests) for all ongoing projects; ensure they are processed in accordance with applicable contact documents.
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Serve as liaison in obtaining required documentation from subcontractors and vendors.
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Follow up with GC/owners of payment status and elevate payment issues as needed to the Controller.
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Obtain and provide all additional support for project billings (e.g. waivers, lien releases, other contractual forms, etc.).
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Prepare job setup request forms for the accounting system.
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Support Finance as needed for request and ongoing monitoring of Bid Bonds/ P&P Bonds.
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Assist Finance with project related reporting and status updates for internal and external users.
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Enter monthly billings and change orders in the accounting system.
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Assist Estimating with pre-qualification and bid preparation and bid submittal.
Minimum Requirements:
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3+ years of experience in Construction Administration Role.
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Strong use of Microsoft Office (Word, Excel, Project, etc.).
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Ability to multitask and work efficiently in a fast pace environment.
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Knowledge of computer project management software and hardware.
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Determination and persistence.
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The ability to trust their intuition with minimal supervision.
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Good verbal and written communication skills.
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Excellent leadership skills.
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The ability to work well in a group setting.
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Thorough attention to detail.
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Empathy and situational awareness.
Compensation:
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Competitive salary based on experience and qualifications.
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Health, Vision, Dental, Long and Short Term Disability Insurance.
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401K (After 1 year of service).
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Paid PTO and Holidays.
